Privacy Policy - Harringay Man And Van

Effective date: This Privacy Policy applies to all Harringay Man And Van customers in the area, including individuals who request, receive, or enquire about our moving, transport, and related services.

This Privacy Policy explains how Harringay Man And Van collects, uses, stores, shares, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are committed to handling personal information lawfully, fairly, and transparently, and to respecting the rights of our customers, suppliers, and other individuals whose data we process.

1. Who this policy applies to

This policy applies to all Harringay Man And Van customers in the area, including prospective customers who contact us for a quote, individuals who book a service, and people whose details are shared with us for the purpose of arranging a move, delivery, collection, or related transport service. It also applies to personal data we may receive from third parties where necessary to provide our services lawfully and efficiently.

2. What data we collect

We collect only the personal data necessary to provide and manage our services. The type of information we may collect includes:

Identity details such as your name and, where needed, business name.
Contact information such as phone number, email address, and postal address.
Service information such as pickup and delivery locations, property access details, moving dates, and item descriptions.
Payment information such as payment status, billing records, and transaction references. We do not intentionally store full card details if payment is handled securely by a payment provider.
Communication records such as emails, text messages, call notes, booking requests, and complaints.
Operational details such as job history, service preferences, and instructions relevant to completing a move or transport task.
Technical data such as basic website or device information if you interact with our online services, where applicable.

We do not seek to collect special category data unless it is absolutely necessary and you have provided it voluntarily, or unless another lawful basis applies. Special category data includes information about health, religion, ethnicity, political opinions, or similar sensitive information.

3. How we use your data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, perform, and manage moving or transport services.
To communicate with you about bookings, timings, access, and service updates.
To process payments, issue invoices, and keep financial records.
To handle complaints, disputes, and customer support requests.
To maintain business records and meet legal or regulatory obligations.
To improve our operations, services, planning, and customer experience.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We process your data only where we have a valid legal reason to do so and only for purposes that are compatible with the reasons it was originally collected.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis to process personal data. Harringay Man And Van relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out the moving service, and completing payment arrangements.

Legal obligation

We may process and retain data where required to comply with legal obligations, such as accounting, tax, insurance, or record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include service administration, preventing fraud, improving customer service, and protecting our operations.

Consent

In limited circumstances, we may rely on your consent, for example where you choose to receive certain types of marketing or where consent is needed for optional processing. Where consent is used, you may withdraw it at any time.

5. Retention of personal data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods depend on the type of information and the reason it is held.

Booking and service records are generally kept for as long as needed to manage the customer relationship and address any follow-up issues.
Financial records are retained for the period required by tax and accounting laws.
Communication records may be kept for a reasonable time to resolve disputes, confirm service details, or support customer care.
Marketing preferences are kept until you change your preference or withdraw consent, where applicable.

When data is no longer required, we securely delete, anonymise, or archive it in line with our retention practices. We review retained data periodically to ensure it remains necessary.

6. Processors and third parties

We may share personal data with trusted processors and third parties where needed to operate our business and deliver services. Processors act on our instructions and are required to protect your data. Examples may include:

Payment service providers who securely process transactions.
Accounting or bookkeeping providers who help manage invoices and financial records.
IT, cloud storage, and software providers who support our systems, scheduling, and communications.
Professional advisers such as insurers, solicitors, or auditors where necessary.
Subcontractors or operational partners who assist in delivering a booked service, where appropriate.

We require processors to handle data lawfully, use it only for agreed purposes, and apply appropriate technical and organisational safeguards. We do not sell personal data. If data is transferred outside the UK, we will ensure suitable safeguards are in place to protect it.

7. Data security

We take reasonable and appropriate measures to protect personal information from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality expectations, and limited access on a need-to-know basis.

While no system can be guaranteed to be completely secure, we work to maintain strong security practices and to reduce risks to personal data as far as reasonably possible.

8. Your rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access - to ask for a copy of the personal data we hold about you.
Right to rectification - to ask us to correct inaccurate or incomplete data.
Right to erasure - to ask us to delete your data in certain circumstances.
Right to restriction - to ask us to limit how we use your data in certain situations.
Right to data portability - to ask for certain data in a structured, commonly used format, where applicable.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent - to withdraw consent where processing is based on consent.

Important: These rights are not absolute and may be subject to legal exceptions or limitations. We will respond to valid requests in line with applicable law and may need to verify your identity before acting on a request.

9. How to exercise your rights

If you wish to exercise any of your data protection rights, you should submit a request using the contact method ordinarily used for customer communications with us. We may ask for sufficient information to confirm your identity and understand your request. We will respond within the timeframes required by law.

You also have the right to complain to the Information Commissioner's Office (ICO) if you are unhappy with how we handle your personal data. We encourage you to raise concerns with us first so that we can try to resolve the issue promptly.

10. Children’s data

Our services are intended for adults and business customers arranging moving or transport services. We do not knowingly collect personal data from children unless it is incidental and necessary to provide a service requested by an adult customer, and only to the extent permitted by law.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to remain informed about how their data is handled.

12. Our commitment

Harringay Man And Van is committed to processing personal data in a lawful, fair, and transparent manner. We believe privacy is an important part of customer trust, and we aim to collect only what is necessary, keep it secure, and use it responsibly. Whether you are arranging a one-off move, a delivery, or another transport service, we will treat your personal information with care and in accordance with applicable data protection law.